IAPCO & PCMA SEMINAR Keep the lawyers out! Contract Management Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd
CONTRACT MANAGEMENT Who’s here? PCOs Meeting Suppliers Planners Association Hotels Executives Convention DMCs Bureaus Venues
CONTRACT MANAGEMENT What’s to come PCO Contracts General contracting tools Venue contracts
CONTRACT MANAGEMENT Keep the lawyers out!
CONTRACT MANAGEMENT Keep the lawyers out! … of the negotiations and fine tuning of a contract Keep them in for your general terms and contract template!
CONTRACT MANAGEMENT What is a “contract”? • An agreement between two or more parties, especially one that is written and enforceable by law What is an “agreement”? • An arrangement between parties regarding a course of action
CONTRACT MANAGEMENT We all get along great – do we actually need an agreement?
CONTRACT MANAGEMENT “Yes!” To agreements Agreements are formalized relationships Consider all possibilities while everyone is happy Get the details right (Contracting bodies!) Define responsibilities Confirm court of law
CONTRACT MANAGEMENT What else you must not miss Confidentiality Clause Termination Terms Indemnification Intellectual Property Payment Terms
CONTRACT MANAGEMENT Contract Negotiations 7. What will 1. Objectives 6. Strategy they do? 5. Specific 2. Gather objectives and information parameters 3. Identify and prioritise 4. Philosophy issues
CONTRACT MANAGEMENT What will they do? Cultural differences Who am I negotiating with? (Hierarchy) What is THEIR objective/primary goal? Why are they negotiating with me?
CONTRACT MANAGEMENT Interdependence of contracts Association Stakeholders Client (s) PCO Hotels Others Venue(s)
CONTRACT MANAGEMENT CONTRACTING WITH VENUES Why the Mystery?
CONTRACT MANAGEMENT CONTRACTING WITH VENUES How are they different?
CONTRACT MANAGEMENT CONTRACTING WITH VENUES How are they different? TENANT AGREEMENT LONG GOVERNMENT
CONTRACT MANAGEMENT CONTRACTING WITH VENUES PCOs & Venues
CONTRACT MANAGEMENT CONTRACTING WITH VENUES Prepare in Advance FACILITY REGULATIONS
CONTRACT MANAGEMENT CONTRACTING WITH VENUES Tricky Clauses FORCE MAJEURE CANCELLATIONS INDEMNITY DEPOSITS
CONTRACT MANAGEMENT Tips Prepare in advance Know what you are trying to protect? Look at the big picture
CONTRACT MANAGEMENT Tips Pick your battles Use counsel wisely It’s not all about you Find a mentor
CONTRACT MANAGEMENT The start of a beautiful relationship
CONTRACT MANAGEMENT Keep the lawyers out… To create an environment of trust and collaboration But…be prepared and get your ducks in a row
CONTRACT MANAGEMENT Thank you! • Questions? Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd.
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